Outlook Sync

The Commit-Outlook Sync module supports two-way data synchronization which means that any additions and changes performed in one program will transfer over to the other. Note that the synchronization module allows information from Contacts, Appointments and Tasks to be synchronized.

Notes

• All of the Commit-Outlook Sync configuration settings are on a per-user basis. This means that when the user modifies their settings, only their personal synchronization settings will be affected.
• The relevant Outlook folder for syncing should be selected per entity (Contact, Appointment, or Task). Once a folder is synchronized for this user, only the same CommitCRM user is allowed to sync with this Outlook folder.
• You can allow other users to sync information for you between CommitCRM and an Exchange Server. This is useful when traveling outside of the office and using PDAs to keep updated.

To configure the Commit-Outlook Sync settings, in CommitCRM go to the Tools > Options > Outlook tab.
The settings in this window should be defined for each entity you wish to sync: Accounts (contacts in Outlook), Appointments and Tasks.

Synching Accounts

The Commit-Outlook Sync for Accounts performs a two-way sync between CommitCRM Accounts and Outlook contacts. Note that you can prevent private contacts in Outlook from being synced CommitCRM.

In the Outlook Options window, select the Accounts tab to set the Account sync options:

File:Commit setup guide outlook sync accounts.gif

1. Select the Synchronize Accounts/Contacts box in order to activate the Accounts synchronization. Note that a pop up message will appear regarding how to prevent duplicates upon import - see more
2. In the Setting Commit > Outlook section you can define the behavior when transferring data from CommitCRM into Outlook. Note that you can prevent secondary Contacts in CommitCRM from being transferred into Outlook (if you do not wish to create an Outlook contact for each secondary contact in CommitCRM).
3. In the Setting Outlook > Commit section you can define the behavior when transferring data from Outlook into CommitCRM. Note that you can prevent Private Outlook contacts from being transferred into CommitCRM. Since the CommitCRM Accounts database is shared for all users, this can be useful if you wish to prevent contacts which are not work-related from being imported into CommitCRM. Another way to achieve privacy is to use a different contacts folder within Outlook for your private contacts, and sync CommitCRM only with your public contacts folder.
4. You can also allow other users to sync information for you between CommitCRM and an Exchange Server. This is useful when traveling outside of the office and using PDAs to keep updated.

Before Importing from Outlook

Outlook Contacts and CommitCRM Accounts can be synced so that your contact information is unified between the two applications.

If you have already created some Accounts in CommitCRM, it is important to prevent the creation of duplicate contact records in the two programs. To prevent duplicate records, you need to create a link between matching records in Outlook and CommitCRM. There are two ways you can link the Outlook and CommitCRM records:

• Manually link similar records between CommitCRM and Outlook:
  In Tools > Options > Outlook, select the Outlook contacts folder which should be used to sync with CommitCRM.
  Open the Accounts window, select an Account record in CommitCRM that has a parallel record in Outlook, and from the Tools menu select Link Account to Outlook Contact.
  In the window that is displayed, search for the parallel Outlook record and create a link between the two.
  After all the relevant records are linked between the systems, you can safely perform the sync. Linked records will not be duplicated.
• Alternatively, you can transfer all CommitCRM Accounts to a new folder in Outlook, and only use this Outlook folder for synchronizations:
  • In Tools > Options > Outlook, select a new and empty dedicated Outlook Contacts folder to sync with CommitCRM Accounts.
  • Perform the sync.
  • All CommitCRM Accounts will be created as Contacts in Outlook. After this, updates/inserts will be synchronized between the two programs, and no duplications will occur.

Note: When working with both CommitCRM and QuickBooks, you may need to sync Accounts from both systems. In this case, you should read the How to Avoid Duplicate Accounts section.

Synching Appointments

The Commit-Outlook Sync for Appointments performs a two-way sync between CommitCRM Appointments and Outlook Appointments. Note that you can You can prevent the synchronization of Private Appointments between Outlook and CommitCRM.

In the Outlook Options window, select the Appointments tab to set the Appointments sync options:

File:Commit setup guide outlook sync appointments.gif

1. Select the Synchronize Appointments box in order to activate synchronization between Outlook and CommitCRM Appointments.
2. You can prevent private appointments from being synchronized in both systems.
3. You can prevent certain shared appointments in CommitCRM from being transferred into Outlook such as appointments that are not useful for you to have in your own Outlook calendar.
4. You can also allow other users to sync information for you between CommitCRM and an Exchange Server. This is useful when traveling outside of the office and using PDAs to keep updated.

Synching Tasks

The Commit-Outlook Sync for Tasks performs a two-way sync between CommitCRM Tasks and Outlook Tasks. Note that you can prevent the synchronization of Private Tasks between Outlook and CommitCRM.

In the Outlook Options window, select the Tasks tab to set the Tasks sync options:

File:Commit setup guide outlook sync tasks.gif

1. Check the Synchronize Tasks box in order to activate the Appointments synchronization.
2. You can prevent private Tasks from being synchronized in both systems.
3. You can prevent certain shared Tasks in CommitCRM from being transferred into Outlook such as appointments that are not useful for you to have on your own Outlook calendar.
4. You can allow other users to sync information for you between CommitCRM and an Exchange Server. This is useful when traveling outside of the office and using PDA's to keep updated.

Performing the First Sync

After all of the Commit-Outlook Sync setup has been completed, you can go on and perform the sync:

1. Please perform a FULL BACKUP of CommitCRM and Outlook before running the first syncs.
2. To perform a sync, select Tools > Synchronize Outlook (All).
3. The first syncs may be slow. Please wait patiently until the sync process is completed. Several hours after the first sync has been completed, this process will speed up.

Outlook Sync Troubleshooting

When synching with Outlook, I receive the error message, "Error synching ... Could not find the Outlook folder”:

Solution: This error message appears when synching your own folder or when using the "Sync Other Users Data” option.

If you receive this error message, there is most likely a problem with your access privileges. In order to successfully sync your CommitCRM information with Outlook or another user’s calendar, you must have full access rights to the appropriate Outlook folders on the Exchange server.

A good way to check whether you have full access rights to the necessary folders is by running the Outlook client on your desktop and opening the folders of the user with whom you want to sync your information. Make sure that you can add/update/delete Appointments, Tasks, and Contacts in the relevant folders. Once you verify that you have access to all of this user’s Outlook folders, the Outlook sync should be successful. If you determine that you do have full access rights to the necessary folders but you continue to receive this error message, please contact CommitCRM Support at support@commitcrm.com.

Note: If any Privilege settings are changed, make sure to reselect the folders of each of the users with whom you are trying to sync your information. To do this, run the CommitCRM client for each user, go to Tools > Options > Outlook, click the "Select" button, and reselect the correct folder for synchronizing.